Learning to communicate better with direct reports is an easy and very effective way to improve your performance as a manager. Conversely, dismissing the importance of being a good communicator can lead to troubles in the workplace and make a manager’s job infinitely more difficult.
Below are some simple and effective tips for effective communication.
1. Listen to Understand
If you want to be a good communicator, you must master the art of listening. Being a good listener means you not only “hear” what the person is saying but you understand their point of view and the message the employee is hoping to get across. Frequently, misunderstandings are a result of poor listening. If you are unclear about the employee’s message, then seek clarification and have them repeat the message. You can also confirm what the employee is saying by telling them your understanding: “What I’m hearing you say is _______. Is that correct?”
2. Face-to-Face
With email and texting it is easy to avoid having to communicate face-to-face. There are certain conversations, however, you as a manager need to have face-to-face. For example, if you are discussing performance issues, personality conflicts, or other “sensitive” topics, it is better and more effective to have these conversations in person. It is far too easy to misinterpret email and text messages. In addition, it shows the employee you take the matter seriously. If you want to document the conversation, then summarize the conversation after you have spoken directly with the employee. Lastly, having conversations face-to-face allows you to witness the employee’s body language upon receiving your message – such information is invaluable.
3. Be Prepared
Manage by the mantra “think before you speak!” You are the manager, and your word carries great weight. Plan and know what you want to say, how you want the employee to accept your communication, and what, if any, action you and the employee will take after the conversation. If you just “wing-it,” you will likely make mistakes and muddy your message.
Likewise, if you find yourself in an unexpected conversation with your employee – still think before you speak. Take the time to ensure you understand the employee’s issue (see point 1 above). And remember managers (who speak on behalf of the company) rarely get the luxury of taking back their words. If you need to gather your thoughts –and reach out to your HR Consultant! – before responding to the employee, let the employee know you hear their concerns, you will look into the matter, and you will follow up with them.
4. Be Direct
Good communicators don’t “sugar-coat” their message. You will be more successful at getting your message across if you are direct and to the point. Do not use language or terms your employee is likely to not understand; you are only doing a disservice to the employee and the company.
Improving your communication skills will help you to be a better and more effective manager.